Packages and prepaid services: separate the sale from the visit

List the package events before calculating anything

Keep the package identifier, purchase reference, included services, purchase amount, purchaser, redemption references and staff attribution available for review. A redemption may identify a completed visit without showing a new payment. A payment record may identify money received without describing which future service will be performed.

Inspect how the chosen source export represents those events. The same business activity may appear in several reports with different purposes. Do not infer commission treatment from a positive amount or a column called “Sales” without checking what the line represents.

Compare two complete, explicitly assumed methods

This fictional AUD package has three equal services and a supplied exclusive package basis of $270.00. For arithmetic only, every relevant service rate is 40%. One method recognises the full basis at package sale; another allocates it equally across completed visits. Neither is presented as the required treatment.

Resolve the allocation questions the table leaves open

Equal allocation is only an assumption in the example. A real package may contain services with different list values, discounts or staff rates. Confirm how the package value is allocated, when a visit qualifies for recognition and which staff member receives each allocated line.

Also determine how unused visits, expiry, partial refunds, upgrades and transfers are recorded. These events can change the remaining package balance or require a separate adjustment. A single flat percentage cannot decide those operational rules or infer missing service history.

Reconcile the remaining basis as well as the period

Under the fictional visit-based method, after two completed visits the recognised basis is $180.00, recognised commission is $72.00 and unallocated basis is $90.00. The package register should explain all three numbers with redemption references.

If a third visit appears twice in overlapping exports, the register exposes the problem: recognised basis would exceed the package’s $270.00 allocation. If a visit shows zero payment, that does not by itself mean zero commission basis; it means the allocation evidence must come from the recorded method rather than from a new cash receipt.

Use a preparation gate for package rows

1. Identify each source event as purchase, redemption, refund, adjustment or payment.
2. Confirm the recognition event and allocation method for the commission process.
3. Link each accepted allocation to the package and a unique visit or source item.
4. Check cumulative recognised and remaining basis against the package record.
5. Verify staff attribution, applicable rate and any later changes.
6. Keep unsupported or incomplete package cases outside an apparently finished close until their treatment is resolved.

Recognise the limit of a flat-rate CSV import

Trimsum does not maintain package entitlements, track remaining visits, automatically allocate prepaid value or connect package purchases to redemptions. It can calculate an itemised flat-rate input only after the required source evidence and allocation have been prepared and checked.

Do not label a package purchase as an ordinary service merely to clear a category warning, or fabricate positive service rows from zero-payment visits without a documented allocation. Use the decisions worksheet to define the missing method first. Where your process needs a package ledger, maintain that supporting record in an appropriate system and include it in the handover.